At Vancouver Psychology Centre , our admin team is not “support staff” they are the engine of the practice. We are a well-established, fast-paced psychology clinic known for exceptional clinical care, professionalism, and a calm, thoughtful environment for families, adults, and children. We are currently looking for a sharp, confident, highly organized Office Specialist who can work independently, think critically, and take real ownership of their role. If you are someone who loves systems, precision, client communication, and converting inquiries into booked appointments- you’ll thrive here. About the Role As an Office Specialist , you are the first impression and the operational backbone of the clinic. You manage complex scheduling, communicate with new and existing clients, handle sensitive information with discretion, and ensure the clinic runs smoothly day-to-day. This is a career position. This is not a passive admin role. You are expected to: Think ahead Solve problems independently Communicate clearly and professionally Confidently guide new referrals toward booking with the right clinician You will be trusted with responsibility and given autonomy and we expect excellence in return. Salary: $20- $24 hourly (based on experience) Benefits- Excellent Benefits package Job Type: Full-time; Monday to Friday (occasional Saturday-coverage) Key Responsibilities Client Intake & Booking (Core Focus) Respond to new client inquiries via phone and email Confidently explain services, fees,



and clinician availability Gather intake information efficiently and accurately Convert inquiries into booked appointments (this role requires comfort with sales-style conversations in a clinical setting) Match clients to appropriate clinicians based on presenting concerns and availability Administrative Operations Manage clinician schedules with accuracy and foresight Maintain electronic client records and documentation Process client and clinician correspondence Track daily administrative tasks and follow-ups without reminders Front Desk & Client Experience Greet clients warmly and professionally Create a calm, welcoming environment for adults, children, and families Manage phone calls, emails, and in-office needs with composure Office & Financial Tasks Process payments, invoices, and receipts Complete daily reporting and basic accounts receivable Order supplies and manage general office operations Who We’re Looking For You are likely a strong fit if you: Are highly detail-oriented and notice what others miss Can manage multiple priorities without becoming overwhelmed Are comfortable making decisions and working independently Communicate confidently, clearly,



and professionally Enjoy client interaction and are not afraid to ask for the booking Understand the importance of confidentiality and professionalism in a healthcare setting Take pride in doing things properly — not just quickly Required Skills & Experience Previous experience in a busy administrative or office role Strong organizational and time-management skills High level of accuracy with data entry and scheduling Qualified written and verbal communication English Proficiency Strong commitment to punctuality Comfort using Google Workspace (Gmail, Calendar, Docs, Google Drive) Ability to handle sensitive and confidential information High school diploma required (post-secondary education an asset) Assertive communication skills and excellent boundary setting Interpersonal and relational excellence; an ability to balance warmth with efficiency Assets (Not Required but Valued): Experience in healthcare, psychology, or medical offices Experience with appointment-based booking systems / CRM’s; Jane and Go High Level proficiency Experience handling payments and invoicing Confidence with client intake and booking conversations Why Work at VPC Supportive, respectful, professional team culture Meaningful work helping people access mental health care Clear expectations and strong leadership Opportunity to grow with a well-established clinic A workplace where competence, initiative, and reliability are genuinely valued How to Apply Please email your resume and a brief cover letter telling us: Why this role appeals to you and fits with your career aspirations What makes you excellent at administrative work Your experience with client communication and booking All applicants must have PR status Only candidates selected for interviews will be contacted. Applications without a cover letter will not be considered.

📌 Office Specialist / Client Care Team Member - C$20 - C$24 An Hour (Vancouver)
🏢 Vancouver Psychology Centre
📍 Vancouver